USING the DISTRICT and CLUB DATABASE - DaCdb. A Manual for Club Secretaries

Transcription

1 USING the DISTRICT and CLUB DATABASE - DaCdb A Manual for Club Secretaries May 9, 2014 Rev. 2 - February 10, 2015 (see vertical line in margin) The District and Club database (DaCdb) is an on-line tool and resource that helps track both Club and District membership; allows us to post news to the District website; and enables registration for District or Club events that are found on the Calendar. To guide you through some basics, we have created this step-by-step guide to help you with logging-in to DaCdb and then entering or updating own or your Club s data, adding members, editing members data, and more. Posting news to the website is reserved for the Editor of TEAM Rotary. In order to begin, you first login to DaCdb with your username and password. If you don t know them, contact the District Secretary for assistance - District7510Secretary@verizon.net: UserName: [usually your address] PassWord: [usually your RI number, found on the mailing label of your Rotarian magazine] You LOG IN to DaCdb at Updating your data is easy. After logging-in, you can update data in only a few minutes. Adding new members and some other features take a little longer. We hope that this guide will help you manage your responsibilities as a Club Secretary (or other officer assigned this task). There is a Table of Contents on the next page. The main subject areas are listed in Bold Blue Type. Ready to get started? [This edition of the guide does not have hyperlinks attached to the page numbers - if you are viewing this on-line, you ll have to navigate the old fashioned way - scroll down or use Ctrl+G to jump to a page.]

2 Table of Contents 1. Logging In to DaCdb The Login Help Screen Updating your own data Update your username or password Other changes to your data Contact information Add a new address Club Data Coordinating Member Data between DaCdb and Rotary.org Setting up Rotary.org Partner Information Setting up DaCdb s Rotary Interface Adding or Transferring a Member a. Step 1 - Rotary.org First b. Step 2 - DaCdb Second Editing Member Data Club Officer Positions a. Assign an elected position to a member b. Assign another elected position to an officer Other Changes to Club Data Club Attendance Calculating Attendance Percentage Reporting the Percentage District Calendar Entering a New Event Register for an Event Entering Event Payments DaCdb Help and Resources Appendix... New Member Information Form Page 2 of41

3 1. LOG IN at Enter your username and password [1]. If you have trouble logging in, click on Login HELP [2]. 2. The Login Help screen offers you several options, including getting your login name and password sent to you via . Just click on I Forgot My UserName/Password and then Me My UserName & Password and within minutes you will get your information. Page 3 of41

4 After logging in, you will see the "Welcome" screen, which leads off with [1] the District Governor's monthly message, followed by an overview of information about DaCdb. 3. Updating Your Own Data a) Just click your mouse on the "MyDATA" tab [2] at the top of the screen and your own data screen will appear. b) The MyDATA screen displays basic information that you can now edit. Click on the blue [Edit] next to your name and membership # [1]. Page 4 of41

5 c) The data screen has a row of tabs across the top [1]. You start on the Member tab, which displays [2] your username and other basic information, including your photo (if one was uploaded). 4. To update or change your username and/or password click on the Login tab [1]. This screen shows your User Name and displays dots for your password. Either or both fields can be changed. Click on the yellow Update button [3] to save your changes. Page 5 of41

6 5. You can make other changes to your data Want your business to be listed in the next Vocational Directory? Click on the "Business" tab [1], then enter the data [2]. When you finish, click on the yellow Update button [3] again. 6. Contact Information Another area you may want to visit for updating is the Contact tab where you can enter or update your address, both home and work, your , and your phone numbers. To update this contact data, follow these steps: a) Just click your mouse on the pencil icon next to the line that you wish to edit. b) In the Address Information pop-up window, edit the information and click on the Save button. Page 6 of41

7 7. Adding a new address is just as easy. Simply click on the +Add Member Address Record, select the type of address, and then enter the data, pressing the SAVE button when you are finished. Page 7 of41

8 8. Club Data This tab has all of the information about your club, including where you meet, when, a description of your club, the officers, club committees, your club members, and more. Just click on blue [Edit] next to your Club name. a) Club Information - Select the Edit Club button to change any information here, such as your meeting place, your club web address. Page 8 of41

9 b) Club Committees - This optional area gives you the ability to create and then populate your club s committees. Clubs with a number of committees find this useful for managing those committees and tracking and communicating with the committee membership using the Pmail (personalized mail) function (more on that later). c) Club Members and Positions - This is the second, major area of critical data. All of your club s members are listed here, displayed in the table format for quick reference. Column headings in the table include Member Name, Type (of membership), Position (officers in the Club), phone numbers, whether the member is a Paul Harris Fellow and/or a Sustaining Member, the member s birthday (no year), and address. Page 9 of41

10 9. Coordinating Member Data between DaCdb and Rotary.org Entering new members and editing existing members can be coordinated between Rotary.org and DaCdb, so that you only need to enter the details once, but you must first change two settings, one on each website. 10. Setting up Rotary.org s Partner Information Go to the Rotary.org web site, and choose MY ROTARY to LOG IN. If you have never used MY ROTARY before, you must first REGISTER. Enter your name, address, and confirm your age, then click Continue. A confirming will be sent to you, allowing you to complete the registration. After confirming the Account Registration, you will be taken back to Rotary.org. Fill in the Account Setup and click Create Account Page 10 of41

11 You will then see the acknowledgement below, where you can simply Continue to Rotar.org/My Rotary or you can click on My Profile to add or edit details as desired. Page 11 of41

12 a. After you are registered and after logging into My Rotary, click on MANAGE, and then the CLUB ADMINISTRATION link on the left. b. Once you are on the Club Administration page, SCROLL down to the Add or remove vendor partner organization link and click it to edit: c. Under Partner Organization, select DaCdb as your integration partner. [Note 1: If your club uses another Partner Organization but wants to switch to DaCdb, that Partner Organization must be terminated before you select DaCdb.] [Note 2: If you want to continue using your existing Partner Organization (such as ClubRunner), do not make any changes on Rotary.org or in DaCdb. You will need to enter your new members data and changes to any existing members data in both DaCdb and your existing Partner Organization to keep everything up-to-date.] Page 12 of41

13 11. Setting up DaCdb s Rotary Interface Now log into DaCdb, click on the My Club tab and the blue EDIT next to your club name. On the Information tab, select RI Direct Connect as the interface option for your Club. This selection is near the middle of the page, just above the Club Description section. Now click on the yellow Update button at the upper right. Information about your club or members that is edited (except for adding new members) will be automatically updated from DaCdb to Rotary.org. You do not have to enter the data twice, once at DaCdb and once at Rotary.org. 12. Adding a New Member or Transferring an Existing Rotarian Adding a New Member: This is actually a two-stage process, beginning with Rotary.og and then continuing on DaCdb. But first, you should have the new member complete the New Member Form (see Appendix). This will give you all the basic information that you will need. STEP 1 - Rotary.org a. Go to the Rotary.org web site, and choose MY ROTARY to LOG IN. b. After logging in, click on MANAGE, and then the CLUB ADMINISTRATION link on the left. Page 13 of41

14 c. When your Club Data sheet opens, click on Add Members. d. You will get two choices - Search for an existing member or Continue. If you are sure the new member was not a Rotarian, click on Continue. Otherwise, follow the steps below. 1) If you are unsure about the prospective member, we recommend that you use the Search feature. If your new member was previously a Rotarian, searching and finding that person will automatically populate many fields in the RI database. 2) After searching (enter the RI number in the ID field and click "Submit") and finding someone, click on the name and their data will populate the membership fields. 3) Add the type of membership and date joined at the bottom of the screen, and click "Add member & Update Contact." e. Enter only the information marked Required (eight fields) and click Save at the bottom of the page. Page 14 of41

15 The new member will now appear in the Club Data list. f. Copy down the new member s Membership ID number. Continue to add new members until you are finished, copying down each one s Rotary Membership ID number. You are now finished on the RI website. STEP 2 - District and Club database (DaCdb) a. Go to and click on Log in here at the upper right corner. b. Click on the My Club tab, then click on the "Add member" button just above the list of members, next to the yellow "Club Reports" button, for a new member who is not in another club in our District. Page 15 of41

16 c. For adding a non-rotarian as a new member: 1) Enter as much information as possible about each new member from the New Member Information forms. 2) You can add this later, but it is important to at least enter the RI Membership ID number that you copied from Rotary.org website, plus the minimum information marked as Essential in DaCdb. 3) When you are finished, click the yellow "Add" button and the new member will appear in the Club s listing. Page 16 of41

17 d. The DaCdb system will automatically generate the new member s username and password in the Login tab. (Those shown above are for example purposes only; you will only see a series of dots ( ) in the password field.) e. When you have completed all data entry for the new member, click on the yellow Add button (above) and the member will be added to the Club s roster. The information you just added to DaCdb is automatically uploaded to Rotary International, where it will be added to the basic data you entered there previously. Transferring a Member from Another Club in our District: 1) Have the secretary in the transferee s club terminate the membership. 2) After confirming the termination, log into DaCdb, click on the MyClub tab, and then select Transfer Member at the upper right of the page. 3) When the pop-up opens, type in the last name and click "Search." DaCdb will present all terminated members with the same last name. 4) Find the member being transferred and click "Add." Select the type of membership and then confirm the add; the member is now listed in your club. You can then edit that member s data and make any changes or updates, as needed. Just remember to click on the yellow Update button before closing. (See Editing Member Data below.) Page 17 of41

18 13. Editing Member Data Now that your club s data is coordinated between DaCdb and Rotary.org, any EDITS you make to club members data will automatically update on Rotary.org. 1. To edit a member s data: a. Log in to DaCdb b. Click on the My CLUB tab c. Scroll down to the member s name d. Click on Edit next to the member s name e. Enter/update any information f. Click on the yellow Update button. 2. To edit another member, repeat the above steps. 3. Close your browser when you are finished. 14. Officer Positions CLUB data also includes the officer positions for your current and in-coming officers. It is very important to keep your members positions updated, especially the current year s officers and the in-coming officers (referred to as president- elect, secretary-elect, and treasurer-elect). For this manual, we will refer to these as [position]-elect. DaCdb uses the officer positions to automatically assign both current and incoming officers to DaCdb committees, making it easy to communicate with one or more groups of officers using the Pmail (personalized ) feature in DaCdb. Click on the Committees tab to see a full listing of the current year s committees. You can view prior or future years committees by changing the date in the field Org Year. You can view all committees, but you can only use the Pmail function for committees on which you hold membership, i.e., the Club Secretaries or the Club Secretaries-Elect committees. (See image next page) Page 18 of41

19 You can add an [position]-elect to club members or to current officers. a. To add a "[position]-elect" to a member who is not currently an officer. 1. Click your mouse on the "My Club" tab at the top of the screen 2. Scroll down to Section 3, and then click the "Edit Club Position" button. Page 19 of41

20 3. Then click on the PENCIL icon beside the person s name, and,,, 4. Click on the Add button in the Club Position Admin pop-up window to make your entries. 5. When you add a new position, the dates will automatically populate with a start date of today [1] and end date of June 30, 20XX. Page 20 of41

21 6. Double-click in the "Club Position Name" field [2] and the Club Role Select pop-up will open. Click on the position [3], and then click on Save [4]. Click on Update and you will return to the list of club members, where you can select another member and enter his/her dates and position(s). 7. When you are finished entering your "-elects," click the Update button at the top of the list of members. You are finished! The new positions will show up in the list of members on the My CLUB page (below) and in the corresponding committee (in this case, the Club secretaries-elect committee). (See image on next page) Page 21 of41

22 b. Current officers elected to a new office: A club member who is currently an officer may be elected to another term in the same office, or to a new office. For example, the current secretary is elected as president in the following year. We have to change the term for the current office, then add a second office with a new term and with both positions, the current position and the [position}-elect. c. To add a "[position]-elect" to a member who is already a current officer: 1) Follow Steps 1 through 3 in a. above. At Step 4, click the "Edit" button, not the "Add" button. Page 22 of41

23 2) Select the current position (highlighted in green) and change the End Date to the date of the election. 3) Click the Update button. 4) Now click on the Add button a. Enter a Start Date of the day after the election and the End Date of 6/30/YYYY (the current Rotary year end date). b. Double-click the Club Position Name field. 5) From the list of available positions, put a check mark in the current position and in the new position to which the member was elected. For example, if the member is the current Secretary and is now also "President-elect", you should have a check mark in both Secretary and in President-elect. Now click on the yellow Save button. (See image next page) Page 23 of41

24 6) Click the Update button and that member's record is now up-to-date as shown in the green bar in the image below. 7) As long as the positions in the green bar are correct (see above), click the close button. If they are not correct, click on the Edit button and make the needed changes. 8) Click on the pencil icon for any other members that you need to Edit an existing position and continue as above. Page 24 of41

25 9) When you finish all Edits or Adds, click the yellow Update button 10) and then click the "View" button. Your newly-entered "[position]-elects" will appear in your Club s officers listing at the top of the page. d. Special treatment of the "president-elect" position: When you assign the president-elect position and click on the Save button, DaCdb automatically creates the positions of President-Elect for the current year, President in the following year, Immediate Past President in the next year, and Past President in the year after that. This is the only officer position to receive the special treatment. Page 25 of41

26 15. Other Changes to Club Data You can click on any of the tabs in your CLUB s data and update as needed. Always remember to click the yellow Update button before you finish. 16. Attendance Every month, the Secretary logs in to DaCdb and reports the attendance for the prior month. Because there is a two week period for make-ups, you should wait until the beginning of the third week to make sure your attendance count is accurate, including any make-ups from your members. Honorary members are not counted as present or as absent; active members are counted as present or absent; Rule of 85 members (with age and years of service totaling 85) and active members excused by your Club s Board are only counted if present. 17. Calculate the club s monthly attendance percentage Add up all of the attends for the month, divide by the total number of active members (not those on leave of absence ), divide by the number of meetings held, and multiply the result by that is your club s attendance % for the month. 18. Reporting Club attendance percentage a. Log in to DaCdb b. Click your mouse on the "Attnd" tab at the top of the screen (and a sub-menu appears) c) Click on the Submit MONTHLY Attendance link. (See image next page) Page 26 of41

27 d) Now make your entries 1. Select the month being reported 2. Enter the total membership for the month (everyone except honorary) 3. Enter the monthly average attendance 4. Enter the number of meetings held 5. If any meetings were cancelled, enter a brief explanation 6. Click on the Submit Attendance Report button. Page 27 of41

28 You will then see a Thank You screen acknowledging your entry. 19. District Calendar The Calendar includes events that are posted by Clubs or by the District. Events can be a simple listing or can be open for Rotarians to register their attendance. An event that is open for registration appears in RED. 20. Entering a New Event When you are at the Calendar, click in the field under Add to Club Calendar and select the type of event to enter - Club Meeting, Club Event, Club Fundraiser. Page 28 of41

29 a. The upper section is where you enter a brief description. b. The lower area is where you enter the location and some comments about the event. The text that you enter in the lower section appears as the text in the column on the right side of the calendar. (See images next page) Page 29 of41

30 The text in this section will appear here Page 30 of41

31 c. Registration Fees 1. To assign a fee to the event, click on the button Registration Questions in Section 3 of the form. 2. In the Type of Question: field, select Plain HTML - w/qty, Cost, or Total Number type. 3. In the text area, type a statement about the fee, such as: Registration fee submitted by 5/14/ $35 (See Image next page) Page 31 of41

32 4. In the sections just below the description area, enter a default quantity (usually 1), check off the appropriate boxes for totals, and enter the date range that this fee is applicable (see 5 below). 5. You can add a second question with a different date range and a late fee amount if you want to have a late registration fee. Page 32 of41

33 6. Click on Update in the lower right corner. d. You can assign Event Moderators who will receive system s each time a person registers or when someone cancels their registration. e. After completing all data entries, click the yellow Update button at the lower right or the upper right of the event page. You will then see a confirmation message as below. f. Click on the Calendar tab to return to the Calendar. Your new event is now listed - Wine Tasting Dinner is now in the Calendar above the Springfield Taste of the Towns event. Because this event will accept registrations, it is shown in bold red type. Page 33 of41

34 21. Registering for an Event a) Clicking on Register Now (Image above) opens a new window with the registration form and the username in the Registration For selection box. Page 34 of41

35 b) If an event has registration fees attached to it, you will also see those appear in the registration window, below the Member's information. c) To register that person, simply click on the "Register Now" button at the bottom of the screen. Page 35 of41

36 Click on the Confirm Registration button and the person is registered. You can now register additional people for the event by following the same procedure. 22. Entering Club Event Registration Payments a) When you collect payments for your Club event, you enter those payments by clicking on the Backroom item just below Register Now. The registrants names are listed in alphabetical order, but you can search by name, club name, etc. Page 36 of41

37 b) Click on the pencil icon next to the registrant s name. then click on the Apply Payment button. A new pop-up window opens as shown below. c) Enter the Amount Paid (or simply click in the box to automatically insert the Amount Due), select the Payment Type, and enter any notes (like the check number as shown above). d) Click on Save, then click on Update at the upper right. e) Continue entering payments as needed. Page 37 of41

38 23. DaCdb Help and Resources The Help tab includes contact information, Support Tickets, Training Resources, FAQs, and a Search function. a. Training Resources includes both pdf documents that you can print and use as reference materials and videos that you can watch on-line. b. In Section II, there is a very detailed manual that you can print and use as a reference document. The DaCdb User Guide for Secretaries is Page 38 of41

39 slightly out of date, because the program is being constantly updated and improved. However, while the general procedures explained in the Guide are useful, the screen images may differ slightly from what you will actually see in DaCdb. c. At the beginning of the Guide, there is a linked Table of Contents. When you are viewing the pdf on-line, you can quickly jump to a topic of interest. Page 39 of41

40 d. In Section X, there are a number of useful on-line videos. Again, the screen images may be slightly out-dated, but the content and explanation is very useful. Page 40 of41

41 Click on the Club Secretary Training video using My CLUB functions and Mike Thacker, the founder of DaCdb, will talk you through the basics of managing your Club data, including editing, adding members, etc. Hope this helps! Please contact me if you need further assistance. Michael Townley - District7510Secretary@verizon.net or Page 41 of41

42 ROTARY CLUB OF MEMBER INFORMATION for District and Club Database Members are asked to complete the information below - starred (*) items are essential. After completing this form, you can SAVE it to your computer, PRINT it for mailing, or to your Club Secretary or to the District Secretary MEMBER: *Title: *First name: MI: *Nickname: (Badge Name) *Last Name: *Date of Birth: (Year Optional, but Helpful) Please check the box below to indicate which is your preferred mailing address * CONTACT INFORMATION Company: Occupation/Job Title: / Phone: Ext: Fax: Mobile: Business Address Street City State Zipcode Postal Box Address Box Number City State Zipcode Residence Address Street City State Zipcode Phone: Fax: Mobile: * CLUB INFORMATION: Check appropriate boxes - ask your Club Secretary Classification: Member type: RI Number: Active Rule of 85 Leave of Absence Honorary Paul Harris Fellow: Yes No If Yes, which Rotary year? / (e.g., 13-14) Induction Date: Sponsor Name:

43 FAMILY: Spouse or Partner First name: Last name: Date of Birth: (Year Optional, but Helpful) Married: Yes No Anniversary date: Number of children: PREVIOUS ROTARY CLUB(S): Name of Club City/State Date Joined Date Resigned Name of Club City/State Date Joined Date Resigned ROTARY CLUB ACHIEVEMENTS: Offices held, which club, which year(s) HOBBIES & INTERESTS: NOTES: Community volunteerism, projects, other information